Project Administration Officer

Location: 10 Darvall Street, Carrington

Employment Type: 37.5 hours/5 Days (Full Time), with flexible working arrangements (after competency is demonstrated in role).

About AEP

Anderson Environment & Planning is a dynamic & eclectic environmental consultancy.

AEP provides high-level environmental services, advice, strategic direction and management for sectors including major projects, biodiversity offsetting, land development, energy/renewables, infrastructure, legal, conservation, government, mining and quarrying.

Based in our 3 offices in Carrington (Newcastle), Petersham (Sydney) & Tuggerah (Central Coast) and serving clients across NSW, we're a close-knit team of 70 professionals with a reputation for excellence and a team culture that values quality works and outcomes, plus a laugh along the way.

AEP is proud to have one of the largest ecology teams in NSW, and are experts in all aspects of NSW biodiversity, bushfire and arboriculture planning and legislation. We assist clients at every stage of their planning, development and conservation projects, and regularly achieve positive outcomes.

AEP has a faithful client base, many of which have collaborated with AEP since its foundation in 2013, working closely with Managing Director – Craig Anderson and the AEP leadership group, experienced and well-respected Ecologists, Accredited Biodiversity Assessors, AQF5 Arborists, Qualified Bushfire Planners & various Operational Support roles.

As demand for our services grows, we're seeking a Project Administration Officer to join our team. This role is perfect for someone who thrives on multitasking, enjoys a variety of administrative tasks, excels in supporting project operations, and likes a positive office vibe.

Position Overview

We are seeking a highly organised Project Administration Officer to coordinate project documentation, scheduling, reporting, and stakeholder communications. You will support process improvement initiatives to enhance project delivery, track resourcing and schedules, and ensure administrative efficiency. This is an excellent opportunity to apply your coordination skills in a dynamic and collaborative environment.

Key Responsibilities

• Project Coordination: Create and manage projects using Project Management software (on the job training provided), maintain client data, and ensure accurate project documentation.
• Administrative Support: Organise travel arrangements, manage boardroom bookings, and coordinate meetings and functions to support seamless project delivery.
• Deliver Operational Support for Safety Requirements: Provide administrative support for safety programs and compliance activities, including incident reporting and document management. You will act as Secretariat & participate in the AEP WHS committee.
• Resource Management: Oversee fleet scheduling, equipment ordering, and client agreements to ensure operational efficiency.
• Process Oversight: Maintain project folders, monitor timelines, and support internal workflows with a high level of accuracy and attention to detail.
• Team Collaboration: Work closely with project teams to ensure administrative needs are met and contribute to a proactive and supportive work environment.

Qualifications, Experience & Skills

Essential:

• 1–4 years of recent experience in project administration.
• Intermediate to advanced proficiency in MS Word, Excel, Outlook, and the broader MS Office Suite.
• Strong organisational and multitasking abilities.
• High attention to detail and accuracy in administrative tasks.
• Experience using project management software.
• Proficiency in Google Drive and related administrative tools.
• Current and unrestricted NSW Driver's Licence.
• Ability to prioritise workload and work independently.
• Sense of humour

Desirable:

• Experience in fleet or equipment management.
• Familiarity with environmental or consulting project environments.
• Minute-taking experience, particularly in formal meetings or committee settings.
• Exposure to WHS committee participation or safety-related administrative support.

Why Join Us?

• Professional Development: Opportunities for mentorship and career growth within the company.
• Supportive Culture: Be part of a team that values collaboration, innovation, and a shared passion for the environment.
• Flexible Work Options: We offer flexible working arrangements to support work-life balance including WFH & flexible start and finish times.
• Employee Benefits: Employee Assistance Program available to all staff + 10 additional 'flexi leave' days for Full Time employees.

If you are a proactive and detail-oriented Administrator looking to make a difference in environmental management, we'd love to hear from you.

How to Apply

Please submit your resume and a cover letter in PDF format detailing your interest and qualifications for the position to